Aquent
Executive Assistant [AQ-15735]
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Aquent is partnering with a global leader renowned for its innovation and commitment to excellence, consistently shaping the future of its industry through groundbreaking initiatives. This organization thrives in a dynamic environment, fostering a culture of high performance and continuous improvement. By joining this pivotal team, you will directly contribute to strategic operations, making a tangible impact on leadership and broader organizational goals, driving success in a fast-paced and impactful setting.
About The Opportunity
We are seeking a highly organized and proactive professional to step into a critical support role, enabling senior leadership within a vital team. This is an exceptional opportunity to make a significant impact, playing a central role in navigating complex international operations and ensuring the seamless execution of high-priority initiatives. Your expertise will be crucial in empowering two Directors, directly contributing to the strategic objectives of the organization and influencing key decisions. If you thrive in a dynamic environment where your exceptional organizational skills, sound judgment, and ability to manage sensitive information are paramount, this role offers a chance to truly make a difference.
What You’ll Do
- Manage complex, high-volume calendars for two Directors, encompassing extensive meeting schedules across diverse internal and cross-functional groups.
- Coordinate meetings with internal and external stakeholders, including external partners and regulatory bodies, effectively managing multiple time zones.
- Exercise sound judgment to prioritize meeting requests and expertly resolve scheduling conflicts, especially concerning recurring leadership cadences and key business reviews.
- Handle multiple simultaneous scheduling requests with competing deadlines, proactively identifying and resolving conflicts based on business priorities and Director preferences.
- Schedule and coordinate various meetings, including recurring engagements and one-off interactions with external counsel and regulators.
- Process and reconcile expense reports and approve fee invoices accurately and in a timely manner.
- Coordinate comprehensive domestic and international travel arrangements.
- Plan and execute large-scale events and off-sites, including team gatherings and other strategic events.
- Handle privileged and confidential information with the utmost discretion and professionalism, maintaining trust and integrity.
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What You’ll Bring
- Proven experience supporting senior leadership in a similar administrative capacity, ideally within a complex organizational structure.
- Demonstrated track record managing calendars for executives with high meeting volumes across international time zones.
- Strong prioritization skills and the ability to make sound judgments in ambiguous situations.
- Excellent organizational abilities coupled with meticulous attention to detail.
- Ability to multitask effectively and manage multiple competing requests simultaneously without compromising quality.
- Professional communication skills, both written and verbal, capable of engaging with diverse stakeholders.
- Proficiency with calendar management tools and expense reporting systems.
- High degree of professionalism and executive presence in all interactions.
- Ability to remain calm under pressure and adapt seamlessly to last-minute changes.
- Self-motivated with a strong sense of ownership and accountability for your work.
- A collaborative team player who works effectively with other administrative professionals across the organization.
- Comfortable interfacing with external partners, regulators, and senior leadership, representing the organization with confidence.
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About Aquent Talent
Aquent Talent connects the best talent in marketing, creative, and design with the world’s biggest brands.
Our eligible talent get access to amazing benefits like subsidized health, vision, and dental plans, paid sick leave, and retirement plans with a match. We also offer free online training through Aquent Gymnasium. More information on our awesome benefits!
Aquent is an equal-opportunity employer. We evaluate qualified applicants without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, veteran status, and other legally protected characteristics. We’re about creating an inclusive environment—one where different backgrounds, experiences, and perspectives are valued, and everyone can contribute, grow their careers, and thrive.
Client Description
Our Client is a FTSE 100, multinational technology company no longer known for just one thing. Their areas of expertise include e-commerce, cloud computing, digital streaming, artificial intelligence, original entertainment… the list goes on. Despite being primarily digital, their aim is to be the most customer-centric company in the world.
Aquent is dedicated to improving inclusivity & is proudly an equal opportunities employer. We encourage applications from under-represented groups & are committed to providing support to applicants with disabilities. We aim to provide reasonable accommodation for any part of the employment process, to those with a medical condition, disability or neurodivergence.
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